How to Write a Coaching Invoice (Free Sample Templates)

You’ve built a coaching business that helps clients reach their goals, but getting paid shouldn’t feel like a struggle. In fact, a 2024 study found that 76% of small business owners experienced at least one late invoice payment in the previous year, leading to issues like credit card debt and delayed business payments.

A clear, well-structured coaching invoice ensures that both you and your clients stay on the same page about payments. It’s more than just a transaction; it’s a professional way to document your bills, making sure you’re paid on time while keeping your records organized.

Without a proper invoicing system, you may end up chasing payments, facing client confusion, or struggling during tax season. A well-prepared invoice simplifies billing and sets clear expectations, whether you’re a business, life, or relationship coach.

This blog will walk you through everything you need to create a coaching invoice that’s professional, easy to understand, and legally compliant. You’ll also get free templates and a tool to streamline the process so you can focus on your coaching instead of paperwork.

What Is a Coaching Invoice?

A coaching invoice is a formal document that outlines the total cost of the coaching services you have provided, serving as both a document highlighting deadlines and a document highlighting payment requests. It includes clear-cut details such as session dates, duration, pricing, and any additional resources or materials offered.

For instance, if a client attended multiple sessions over the past month, your invoice should list those sessions, their costs, and the total amount due. If you provided supplementary materials, those should also be itemized.

A structured invoice helps maintain professionalism while ensuring you get paid correctly and on time. Using a structured template or automation tool streamlines the invoicing process, reduces errors, saves time, and ensures your transactions remain professional and organized.

Benefits of a Coaching Invoice

A professional coaching invoice is more than just a payment request. It helps keep finances organized, supports tax compliance, and builds trust as it displays transparency in the entire pricing process with your clients. Here’s how it benefits your practice:

1. Organizes income & payments
   A structured invoicing system helps track payments, outstanding balances, and cash flow, which is essential for tax prep and transparency.
   
2. Proof of services & legal protection
   Invoices serve as formal proof of your coaching services and payments, providing documentation for tax authorities and protection in case of payment disputes.
   
3. Simplifies tax deductions
   Invoices make it easier to track business expenses for potential tax deductions, reducing your taxable income and simplifying calculations.
   
4. Insights for growth
   Reviewing invoices provides insights into popular services, peak earning periods, and valuable clients, helping you plan for business growth.
   
5. Streamlines payments
   Automated reminders and easy payment options save time and ensure timely payments.
   
6. Improves client experience
   A professional invoice shows attention to detail, strengthens client relationships, and provides a clear breakdown of services.

A well-organized coaching invoice helps streamline your operations and enhances your business.

When Should You Send a Coaching Invoice?

Getting paid on time is just as important as delivering quality coaching. But the timing of your invoice matters; it can set the tone for a smooth financial relationship or cause unnecessary friction. Send it too early, and a client might feel rushed. Too late, and you could be chasing payments while juggling other responsibilities.

There’s no one-size-fits-all approach to invoicing, but here are some common scenarios where issuing an invoice makes sense:

• Before a session or a program starts: If you require payment upfront, send the invoice as soon as the client commits. This is common for coaching packages or prepaid sessions.
• After each session: If you charge per session, it’s best to invoice immediately after the session ends. This keeps your payments in sync with your work.
• On a recurring basis: For ongoing clients, a structured billing cycle (weekly, bi-weekly, or monthly) ensures predictable payments.
• Upon reaching a milestone: If your coaching involves progress-based billing (e.g., completing a phase in a business coaching program), invoices should align with agreed checkpoints.
• At project completion: If you’re coaching on a project basis, an invoice at the end of the engagement finalizes the payment process.
• As per an agreed payment schedule: If you and your client have set specific terms, such as paying half upfront and half after completion, stick to that schedule to maintain clarity and trust.

Pro tip: Aim to send your invoice as soon as you have all the necessary details. Add a payment link to the invoice for PayPal or Stripe, if that’s your preferred method.

If a payment is to be made or even overdue, a polite reminder works wonders. A short email reminder or message can nudge your client while maintaining professionalism. If you have a late fee policy, mention it clearly, but keep the tone friendly to avoid tension. 

Something like: “Just a quick reminder that payment for the upcoming session/last month’s sessions is pending. If it isn’t received by [specific date], a late fee of $X will apply. Let me know if you have any questions!”

This approach ensures you get paid without creating unnecessary stress for you or your client.

Related: Easing the Conversation: How to Ask for Payment from Your Coaching Clients

How to Create a Professional Coaching Invoice

Creating a coaching invoice is a crucial task for maintaining transparency and professionalism in your business operations. A well-organized invoice helps you ensure that both you and your client are clear on the services provided, the costs involved, and the payment terms. Below, we’ll guide you through the essential components of a coaching invoice and how to create one with ease.

Key elements to include in your coaching invoice

A well-crafted coaching invoice should clearly outline the services provided, costs, and payment details to ensure transparency and professionalism in your business transactions. 

1. Coaching services provided
The first section of your coaching invoice should list the specifics of the services rendered. This includes:

• Type of coaching: Whether it’s one-on-one, group, executive coaching, etc.
• Duration or number of sessions: Specify how long the sessions were and/or how many sessions were provided.
• Goals or outcomes: If there are specific goals set in your coaching plan, make sure they’re included here.

2. Additional resources or materials
If you’ve provided any extra resources to your clients, make sure to mention them, such as:

• Coaching materials: Books, workbooks, guides, or any additional documents provided.
• Digital tools or platforms: If you’ve given clients access to specific tools or online platforms, including blogs, podcasts, infographics and more, this should be noted.

3. Travel and accommodation
For any off-site coaching sessions, include any associated expenses:

• Travel expenses: Include charges for transportation like flights or car services.
• Accommodation charges: If applicable, include any lodging costs for long-term coaching engagements.

4. Administrative fees
Sometimes, there may be additional fees that aren’t directly related to the coaching but are part of your service, including:

• Setup or consultation fees: If you’ve charged for an initial setup or consultation.
• Late payment fees: If your client’s payment was delayed, be sure to include any late payment charges.

Expert tips for writing a coaching invoice

These expert tips for writing an invoice align with the guidelines recommended by the Code of Federal Regulations to ensure clarity and compliance.

1. Include the word “Invoice”
The document should be clearly marked with the word “Invoice” at the top. This ensures that the client can quickly recognize it as an outstanding billing document and not confuse it with a coaching receipt. 

Invoices and receipts serve different roles in your coaching business. An invoice is issued before payment, requesting payment for services, while a coaching receipt is given after payment, confirming the transaction.

2. Insert your business information
At the top of your coaching invoice, include your full business details:

• Your name & business name: If you’re working under a business name or LLC, include that as well.
• Your contact details: Include your physical address, phone number, and email address.
• Business address: If different from your home address, include your business address.

3. Add your client’s information
You’ll also need to include your client’s details:

• Client’s name or business name
• Contact information: Their phone number, email, and physical address.
• Relevant department: If you’re invoicing a business, make sure you know which department should handle the payment (e.g., accounting).

4. Invoice details
Each invoice needs the following information:

• Invoice number: Assign a unique number to each invoice for tracking purposes.
• Date of issue: This is the date the invoice is created.
• Due date: Clearly specify when the payment is due. For immediate payment, mark it as “Due on —.”
• Payment terms: You may include specific payment terms, such as a specified number of days (e.g., “Net 30”).

Read also: How to Design Payment Plans That Work for Both Coach and Client: Strategies and Examples

Itemizing your coaching services

Itemizing your coaching services provides clarity for both you and your client, ensuring transparency and easy tracking of charges.

1. List services in detail
Clearly list each service provided as a separate line item. This prevents confusion for your clients and makes it easy for them to see exactly what they’re being charged for:

• Coaching VIP day: 1 session at $800
• 1-hour coaching session: 4 sessions at $120 each

This approach also helps you track which services are more profitable and gives the client a better understanding of what they’re paying for.

2. Calculate the subtotal
The subtotal should be the sum of all the line items listed. This total comes before any taxes or additional fees are added.

3. Include taxes
Make sure to specify the sales tax rate applicable to the transaction. Depending on your location or your client’s, you’ll need to include:

• Sales tax percentage
• Total sales tax amount

4. Include fees or discounts (if applicable)
If you’ve added any fees (e.g., late payment fees) or given any discounts, include these below the tax section. Ensure this section is easy to read to maintain transparency.

5. Final invoice total
The final invoice total should be prominently displayed at the bottom. This is the amount your client needs to pay after taxes, fees, and discounts have been factored in.

Payment terms and conditions

1. Payment methods
Specify all your accepted payment methods at the bottom of the coaching invoice. Common options include:

• Credit cards
• Bank transfers
• PayPal
• Cheques

If your client is paying by bank transfer, provide your bank details, such as:

• Bank name
• Account number
• Routing number

2. Refund policy
If applicable, include a refund policy to inform your client of your terms in case they need to cancel or modify their sessions with you.

3. Late payment fees
If you charge late fees, clearly state them at the bottom of the invoice. For instance, “Late payments will incur a 2% fee per week after the due date.”

4. Terms of sale
Clarify any terms related to taxes, responsibility for payment, and any other legal aspects. This section can also include who is responsible for any additional costs incurred (e.g., travel or material fees).

5. Jurisdiction or governing law
In the event of a dispute, it’s helpful to mention which laws or jurisdictions will govern the invoice. This is especially useful if you work with clients from different locations or countries.

Optional additions to enhance your coaching invoice

1. Add your logo
While not required, including your logo can improve your professional image. It helps your client quickly recognize your brand and adds a polished look to your invoice.

2. Signature section
Including a signature section can add a personal touch, reinforcing the legitimacy of the invoice. You may also want to give space for the client’s acknowledgment.

By following these guidelines and incorporating all the necessary information, you can create a coaching invoice that is professional, clear, and easy for your clients to understand. Finally, let’s look at how using templates or automation tools can make the process even more efficient, leaving you with more time to focus on what you do best!

Streamline Your Invoicing with Simply.Coach

Managing invoices manually can be a time-consuming task. Simply.Coach automates the entire process, allowing you to easily create, send, and manage payments through all major cards and apps like Apple Pay and Google Pay. Once payments are made, everything is seamlessly integrated into your coaching workflow, with no more manual tracking or follow-ups.first 

With Simply.Coach, you ensure timely payments with automated reminders and secure transaction tracking. The system eliminates the stress of chasing overdue payments, keeping your finances organized and your coaching business running smoothly. Sign up for a free 14-day trial or schedule a demo today to experience a seamless way to manage your coaching invoices and to get an assistant to optimize your business operations at once.